Procurement Officer

at  Vancouver Community College

WHO WE ARE

We acknowledge that Vancouver Community College (VCC) is located on the traditional unceded territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) peoples who have been stewards of this land from time immemorial.
For over 55 years, VCC has been a leader in innovative, experiential post-secondary learning. We’re one of B.C’s top employers and we are proud to inspire students to discover their passions, gain essential skills, and learn what it takes to succeed in a competitive workforce.
At VCC, we respect and celebrate our differences, and are committed to the work of decolonization, accessibility, and inclusivity for all. Be a part of creating an inclusive community that provides equitable opportunities for Indigenous and diverse representation, participation, and success for everyone.
We value lived experience and encourage applications from members of all groups experiencing barriers to equity. Come join the VCC community as we shape the future together.

POSITION SUMMARY

This position is responsible for the procurement of a wide variety of services, supplies and equipment in accordance with established policies and regulations. Researches goods, qualifies and selects suppliers, and processes orders. Negotiates terms and conditions with vendors and/or service providers ensuring department objectives and budget requirements are met.

EDUCATION AND EXPERIENCE

• Undergraduate degree (preferably in Business or Economics) and 5 years’ recent related experience in procurement and contract management or an equivalent combination of training and/or experience may be substituted for the required qualifications.
• Successful completion of SCMP designation from Supply Chain Management Association Canada or equivalent is an asset.

SKILLS AND ABILITIES

• Excellent interpersonal skills with the ability to work both independently and collaboratively as a member of a team. Ability to establish and maintain effective working relationships with college employees and suppliers.
• Knowledge of contract law, trade agreements, public procurement policy and Government procurement practices and issues would be an asset.
• Ability to follow policies and procedures as requested by the College.
• Proven ability to effectively oversee the work of procurement committees including assigning tasks, scheduling work, and providing advice and guidance.
• Ability to exercise sound judgement and evaluate the quality, price and suitability of goods and services.
• Ability to concentrate for long durations of time during planning sessions and consensus evaluations.
• Proven ability to communicate effectively, verbally and in writing, with the College community, external agencies, and suppliers.
• Ability to establish and maintain effective working relationships and quickly resolve disputes that may arise.
• Proven ability to work under pressure, establish priorities, and meet deadlines.
• Strong attention to detail when compiling and preparing solicitation and contract documentation.
• Demonstrated ability to safeguard restricted information and exercise tact and discretion when exchanging confidential information.

• Identifies suppliers, solicits bids through Requests for Proposals/Quotations/Information. Evaluates responses, prequalifies and selects suppliers, and prepares and awards contracts.
• Researches products in terms of capacity, quality, versatility, operating requirements and related facts as required.
• Identifies and recommends procurement options to meet program and department needs, conducts cost/benefit analysis to identify alternatives and identifies risks/issues and plans for contingencies.
• Manages procurement projects including assigning tasks to working group members at the planning, solicitation, and award stages of the project. Oversees the work ensuring tasks are completed accurately, on time, with minimal to no risk to VCC’s public image.
• Negotiates contracts, including those of a specialized nature that require knowledge and expertise in the areas of risk, privacy and intellectual property.
• Negotiates delivery schedules, payment terms, installations, training services and warranty periods and terms as required.
• Determines appropriate solicitation strategies and methods for non-routine procurement and prepares solicitation documents that translate program needs.
• Ensures decision-making processes comply with internal policies and procedures.
• Processes requisition orders ensuring documentation is complete, coded correctly and authorized accordingly. Schedules orders to achieve bulk purchase economy.
• Manages supplier performance, prepares correspondence relative to errors in shipments and/or billing and initiates action with respect to back-ordered goods, delivery problems and related matters. Prepares solutions to or recommends action to solve purchasing problems.
• Periodically coordinates tasks and gives instruction to new staff members on duties.
• Identifies training requirements and designs, promotes and delivers procurement and/or contract management training.
• Represents the College at professional procurement groups, conferences, and meetings.
• Liaises with accounts payable on matters relating to erroneous invoices, purchase orders and similar problems.
• Prepares and maintains a variety of records, statistics and reports.
• Performs other related duties as required.